User Roles

I can help you with creating a user role that can run the report that you need, @Elarocca.

Yes, you can set a role that can access and generate specific reports only.

Here's how:

1. Go to the Company menu and hover on Users and choose Set Up Users and Roles.
2. Click the Role List tab and choose New.
3. Give the role a name and description.
4. In the Area and Activities section, click on Reports and set the areas where this user can only access. 
5. Review each area and select None, Full, or Partial to set the role's permissions.
6. Click on OK to save.

Once you're creating the role, you can add a user and set the role. Check out these steps:

1. From the Role List tab, proceed to the User List tab and select New.
2. Set the user name and an optional password.
3. In the Available Roles section, select the user’s roles and click Add.
4. Click OK to save.

Refer to this article for more information about creating and assigning roles to your users: Create and manage users and roles in QuickBooks Desktop Enterprise. This will also guide you on how to view all roles and their permissions by generating a Permission Access by Roles report.

Here's also more information on how to reset your Admin password or a user password in case you've lost it or a user forgot it: Reset your password for QuickBooks Desktop.

Let me know if you need further help with user roles and permissions in QuickBooks Desktop (QBDT). I'm always here to help. Have a great rest of the day!

I know how to create a user role, what I don't know is which things to toggle on and off.  It could take a thousand toggles to get the right setting which requires logging off, then logging in with the user's credentials to check and see if they have the right permissions or too many permissions (ability to drill down to payroll data) etc.  Then logging out of the user and back to admin to try another toggle.  There's no where I've found that describes just what you're turning off and how it will effect reports, etc..  If you toggle off payroll, then when you run a profitability report none of the payroll expense shows up in the "Actual Cost" column which inflates your profit.  There must be a way to set the permissions that will allow for the payroll expense to be included in the profitability reports but not allow drilling down and not allow access to the payroll module...

We need the same reporting capabilities and can't seem to find the right combination of user roles allowed.  Our project admins need to see P&L by Job but NOT be able to drill down on the report to access the paycheck data.  

I'd be delighted to guide you on how to set a user role that based on your preference, @nkwest.

Simply designate your user as a payroll manager and deny them access to your paycheck data.

Here's how:

1. Go to the Company menu in your QuickBooks Desktop (QBDT), then click Users.
2. Select Set Up Users and Roles.
3. Enter the admin password, then select OK.
4. Select the User List tab, then select New.
5. Enter a user name and an optional password.
6. In the Role List tab, select the Payroll Manager role, then click Edit.
7. Select the Employees & Payroll section and unselect Paychecks. 
8. Review the role of your user and click OK when you're done.

You can also utilize these articles to help manage restrictions of a user on your company file.

• Create and manage users and roles in QuickBooks Desktop Enterprise
• QuickBooks Desktop Users and Restrictions.

Moreover, I'm attaching this resource that you can read for your future reference. This contains information on how to export and modify your reports in QBDT: Understand reports.

If there's anything else you need assistance with about users' roles in QBDT, please keep me updated by leaving a reply. I'll be more than happy to help you. Stay safe and more power to your business!

That does not solve the issue. This is a project manager, not a payroll manager.  They cannot drill down on the P&L by job to see detail of jobs costs with that.  They need to be able to see detail of all of job costs EXCEPT payroll. 

Good morning, @nkwest. 

Thanks for chiming in on this thread again. Let me share some insight so your user can see all details of job costs except payroll. 

All you need to do is the same steps that my colleague provided above. However, choose the Project Manager option and ensure the Employees & Payroll bubble isn't filled. 

For more details, check out this guide on creating, managing users, and roles in QuickBooks Desktop.

If you have any trouble along the way, don't hesitate to come back. We want to ensure that you're able to get back to running your business. Have a great day! 

There isn't a Project Manager Role option.

Hey again, @nkwest. 

Welcome back! Let's work together so we can get this problem handled. 

If this isn't an option for you, the best route would be to test out the roles and customize the permissions to your liking. This will allow you to set the user as you want. 

I highly suggest reviewing this article on creating users/roles and also customizing them to assist you.

If you still run into any trouble, I recommend contacting our Customer Support Team so they can use a screen share tool. They'll be able to walk you through additional instructions that will help your business. 

I have been logging in and out as Admin and a test PM for 2 days testing various options.  Nothing seems to work to allow the labor payroll job costs to be included in the P&L by Job report unless I allow view on the Company & Financial Detail but that allows them to drill down on the report and get paycheck data for ALL employees.

Well it's not an option because it literally isn't an option!  There is no Project Manager role in our QB's  program.  It would be nice to have one...it sounds like it's a thing in other versions of QB's so, can we not get it in the Enterprise Solutions Contractor 22?  I would think the Contractor version would be the one to have a Project Manager role...

Please re-read my March 17th entry...this is precisely what I'm trying to avoid.  And to be honest, it's something I would expect the QB's team to do for me. 

Hi there, Elarocca.

Thanks for following up on this thread. 

Since the options mentioned above for creating a custom user in your Desktop Enterprise Contractor account don't do the trick, I recommend submitting feedback to the Product Development Team.

This can be done directly through your account by:

1. Clicking the Help tab in the top menu bar.

2. Select Send Feedback Online.

3. Choose Product Suggestion.

By completing these steps you'll be able to let the developers know exactly what kind of account user role you're looking for. Please feel free to reach back out here if you have any other questions or concerns. 

We have two employees that should not have access to payroll reports of any type.  We have them set up under user roles that they cannot get into the Payroll section, however, they can bring up a deposit detail report and a check detail report and see this information.  Can I set up a new role that these reports would be blocked.  

Thanks for joining this thread, GC11.

You can select None for the Employees & Payroll role. That way, your employees won't have access to payroll reports.

To give them access to the Deposit Detail report, you can navigate the Banking area from the Role List. Then, edit the areas and activities you want to restrict.

Here are the steps you can follow to modify the access of an employee or a user.

1. Go to the Company menu, then select Users.
2. Select Set Up Users and Roles.
3. Enter the admin password, then select OK.
4. Select the Role List tab.
5. Choose Banking, then select Edit to review its permissions.
6. From the Area and Activities section, select an area of your accounts. You can select None, Full, or Partial to set the access level.
7. Once you set the permissions, select OK to save.

You can always set up a new role, modify the access, then assign it to the user. Keep in mind, any adjustments you make apply to all users who have that role.

I'm leaving these articles to keep both your QuickBooks Desktop and tax table up-to-date.

• Update QuickBooks Desktop to the latest release
• Get the latest payroll tax table update

Get back to me if you need more help by commenting below. I'll be right here whenever you have follow-up questions about setting up an access to your employees.

I have the exact same problem.  I need a project manager role that can see all the details of job cost details without exposing employee specific payroll data.  The job costing needs to include payroll costs, without the ability to see individual pay rates.  Why hasn't this been solved? 

I hear your sentiments and would be happy to make things better. I can provide you with some details on how you can enable this feature in the future.

I understand that having the option to manage a project that can see all the details of job costs without exposing employee-specific payroll data is beneficial for your business. However, it is currently unavailable.

If you want to enable this feature in future updates, you can submit feedback to our product developers. This way, they will get a great chance to know this and may add these feature enhancements in future updates in QuickBooks Desktop.

Here's how:

1. Go to the Help menu and then select Send Feedback Online.
2. Choose Product Suggestion.
3. Add the type of feedback.
4. Type in your feature suggestion.
5. Once done, click Send Feedback.

Then, you can visit our QuickBooks Online Feature Requests website to track the status of your submitted feedback.

Additionally, please keep in mind that we can't provide our developers will be based on the number of requests they receive from customers like you. The more request they get, the sooner it is implemented.

Moreover, you can check out this article for future use: Create and manage users and roles in QuickBooks Desktop Enterprise.

Post a response below if you have any other concerns related to QuickBooks or if you need more help managing users in QuickBooks Desktop. I'll be happy to help you. Take care!

Mine isnt even giving me the roles option, how do I go about getting that?

Thank you for joining the thread, @Dbljs.

Allow me to provide insight about the roles option in QuickBooks Desktop (QBDT).

To start with, only the admins can create and manage users. I suggest to making sure that you sign in as the admin user of the company file. However, if you're the admin and you signed in but still don't have the roles option.

Let's use the verify and rebuild tools in QBDT that address a data issue with your company file that causes the behavior where you don't have the roles option. The verify tool situates the most common problems in a company file, and the rebuild tool fixes them. Here's how:

1. Go to Window, then select Close All.
2. Go to File, then choose Utilities.
3. Select Verify Data. If you see:

• QuickBooks detected no problems with your data — your data is secure, so you don't need to do anything else.
• If you see an error message – you can search on our QBDT support site to learn how to fix it.
• If your data has lost integrity – damage to your data was found in the file and we have to rebuild your data.

If you need to rebuild the data in your company file, please follow the steps provided below:

1. Go to File, then select Utilities.
2. Click on Rebuild Data.
3. Follow the on-screen instructions, then press OK.
4. Select the place where you want your backup file to be saved, then tap OK.
5. Enter a new name in the File name. Click Save.

Please refer to the article below, which provides detailed instructions on the steps I outlined earlier.: Verify and Rebuild Data in QuickBooks Desktop.

You can utilize these articles to help manage the restrictions of a user on your company file.

• Create and manage users and roles in QuickBooks Desktop Enterprise
• QuickBooks Desktop Users and Restrictions.

I'll also add this article to guide you on how to export and modify your reports: Understand reports.

You can always get back to this thread if you have follow-up concerns with the roles option. The Community is here to help you out.